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这 15 个重点,可以帮你写出得体的电子邮件

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有关日常或商务电子邮件的注意事项, 我可以分享 15 个大家可以参考的重点, 把握这些原则之后, 相信你也可以成为 email 达人。

1. Make Your Reader the First Priority 把读者摆在首位

Be organized and to the point. Stay focused in your writing and write briefly so you don't waste the reader's time.


2. Write a Good Subject Line 撰写好标题

Good subject lines are relevant, meaningful and let the recipient know quickly what the e-mail is about. Since people get so many e-mails on a daily basis, they often scan the subject line before they decide whether or not to open them or to simply junk them. Make sure yours doesn't get trashed for lack of a good subject line.


3. Use a Standard Greeting 使用标准问候语

Some people consider it a bit rude to ignore the salutation, even in an informal e-mail. Use "Dear," "Hello" or even "Hi" (informal) as a salutation and then the person's name.


4. Specify Who You Are and Why You Are Writing 表明身份及来信理由

This is especially true if you are writing to the person for the first time. Don't make the reader guess who the e-mail is from and your purpose in writing him or her. Confusion is uncomfortable.


5. Don't Make People Try to Read Your Mind 不要让人去猜测你的想法

If you are vague and imprecise, the results you receive will very likely be less than satisfactory. You can save time and aggravation (on both your part and the other's part) by being clear. The results will definitely be better if people don't have to guess what you want or mean.


6. Avoid Long, Rambling Messages 避免冗长含糊的讯息

Your goal is to be concise, not impress people with your ability to string together ideas. In short, short is good, and long (usually) is bad. If you have many points that are not closely linked, think about splitting them up into different e-mails and sending them separately. Using bullet points also helps if a message is long.


7. Choose Between Formal and Casual 在正式与非正式间做选择

Make sure the vocabulary you choose is appropriate to the situation. Use titles (Mr., Ms., Dr., etc.) in formal correspondence. Avoid slang and emoticons (such as "smilies") unless the e-mails are informal messages between co-workers or friends. In addition, the type of abbreviated vocabulary - e.g. "c u" (see you), "Gr8" (great) – shouldn't be included in formal writing.

务必确保你所选用的字汇适合该情境。在正式书信使用(先生、女士、博士等)的称谓。除非是同事或朋友之间的电子邮件,否则就要避免使用俚语或表情符号(如”笑脸符号”)。此外,缩写词汇如”c u”(音似 see you 表”再见”),”Gr8”(音似 great 表”太棒了”)不应出现在正式的写作中。

8. Copy and Paste If You Can 尽量使用复製贴上

If the information you want to send is not too long, consider copying it and then pasting it into your e-mail rather than attaching a document as an attachment. Attachments need to be opened in separate files, such as Word or Adobe Acrobat, and can be a bit time-consuming for the recipient to access. As well, attachments may be worrying for recipients if they don't know the sender very well. In fact, some businesses refuse to accept attachments for fear of being infected by a virus.

如果你要发送的资讯不长,便可考虑将其复製,然后贴在电子邮件内,而不是附夹档案作附件。附件需要个别用 Word 或 Adobe Acrobat 的档案才能开啟,这可能会让收件者在取得资料时花上一些时间。同样地,如果收件者对寄件者不熟的话,附件也许会让他担心。事实上,一些企业因為害怕感染电脑病毒,所以拒绝接受附件。

9. Take the Time to Proofread 要花时间进行校对

Proofreading your e-mail before hitting the send button can save you from making many

careless and embarrassing mistakes, such as spelling the person's name incorrectly. It's good to get into the habit of re-reading your e-mails at least once before sending them. Correspondence that is riddled with typos and wrong information creates the impression you are sloppy and perhaps even lazy.


10. Watch What You Write 小心你所写的内容

E-mailing may not be as private as you think. If you are at work, the boss might be secretly looking at the e-mails you are sending and receiving. Even if you are e-mailing at home, a hacker might have found a way to hack into your system and take a peek.


11. Respect People's Privacy 尊重他人隐私

When sending out a mass e-mail, it's often a good idea to use the BCC (Blind Carbon Copy) function so that others can't see all of the e-mail addresses of the people you sent the e-mail to. For one thing, using the BCC suggests that you are writing an e-mail to just one recipient, rather than firing off the same piece of correspondence to many people, therefore making it less impersonal. For another, some people may not want strangers to know their private e-mail


寄发大量电子邮件时,使用 BCC (密件副本)功能通常会是个好主意,如此一来可以让其他人看不到其他收件人的地址。一方面,使用密件副本功能暗示你只是要写给一位收件者,而不是把同样的信件寄给许多人,这样一来可以让这封电子邮件看起来不会那麼没人情味。另一方面,有些人也许不想让陌生人知道他们的私人电子邮件地址。

12. Be Careful with Those Buttons 小心那些按键

Don't make the mistake of hitting the "Reply All" button if you only want one person to receive your e-mail. This is especially true if you are criticizing someone who happens to be on that "Reply All" list.


13. Don't Forget to Reply Without Delay 别忘了要迅速回复

Responding promptly sends a message of professionalism, while late replies (or none at all) create the impression you don't care about the recipient. Think how it feels to have an e-mail ignored or to receive an e-mail reply much later than you sent your original message.


14. Don't Write Anything You Will Regret Later 不要写下任何会让你后悔的文字

Read over your e-mail before you send it, not just for typos but to see if you really mean what you've written. It's usually a bad idea to fire off an angry e-mail while you're still boiling mad. After re-reading your e-mail, you might decide it's better to reword it or, in some cases, cancel it.


15. Manners Matter 态度很重要

Remember that the people whom you send e-mails to may have a different perception of

your messages than you do. They may see what you believe to be a simple request as a demanding order, for example. Also, they may see your joke as biting criticism directed at them. The problem is that writing lacks all of the non-verbal clues that exist in face-to-face communication. For that reason, it's important to make sure you carefully and politely phrase your words. Here's another tip: DON'T USE ALL CAPITAL LETTERS (it looks like you are




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